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TABLE OF CONTENTS
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Chapter-1
Serious Adverse Events
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A Serious Adverse Event (SAE) is defined as any adverse drug event (experience) occurring at
any dose that in the opinion of either the investigator or sponsor results in any of the following
outcomes:
1) Death
2) Life-threatening adverse drug experience
3) Inpatient hospitalization or prolongation of existing hospitalization (for >24 hours)
4) Persistent or significant incapacity or substantial disruption of the abilityto
conductnormal life functions
5) Congenital anomaly/birth defect
6) Important Medical Event (IME) that may not result in death, be life threatening,
orrequire hospitalization may be considered a serious adverse drug experience
when,based upon medicaljudgment, it may jeopardize the patient or subject and
mayrequire medical or surgical intervention to prevent one of the outcomes listed in
thisdefinition.
It is important to remember that all SAEs are adverse events, but not all adverse events are SAEs
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A Serious Adverse Event report must be submitted on any event which meets the reporting
1.1criteria occurred during conduct of a clinical trial in India.
The investigator shall report all serious adverse events to the Central LicensingAuthority
(CDSCO), the sponsor or its representative and the Ethics Committee within twenty-four hours
of their occurrence and after due analysis to the Central Licensing Authority, Ethics Committee
and the head of the institution within fourteen days of the knowledge of occurrence of serious
adverse event.
The sponsor or its representative shall report all serious adverse events to the Central Licensing
Authority (CDSCO), head of the institution andEthics Committee within fourteen days of the
knowledge of occurrence of serious adverse event.
The Ethics Committee shall forward its report on serious adverse event within a period of thirty
days of receiving the report of the serious adverse event from the investigator.
Site Principal Investigators (PI), who confirmed that SAEs occurred in their trial, are required to
report the SAEs to CDSCO and also to their Trial Sponsor and Ethics Committees.
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After obtaining CT-NOC from CDSCO and registering at Clinical Trials Registry-India (CTRI), the
sponsor may initiatetrial and shall monitor the clinical trial in all the participating sites. To
report SAE on SUGAM portal, sponsor shall mandatorily follow the below mentioned steps to
build-up the database and for proper linking of data.
• Add Site Investigator
• Site Investigator Mapping
• Initiate Clinical Trial
• SAE Reported
To accomplish above steps, the Sponsor may login into the SUGAMportal and then click on
CLINICAL TRIALS tab under MENU from their dashboard.
As the Sponsor/Applicant, when receives CT NOC, it only contains details of trial sites (i.e.
Hospital), Ethics committee and PI name (but not PI details and each PI has to register
themselves in the portal to report SAE).
After login into the portal, click on “Add Site Investigator” tab under “Clinical Trials” in Menu as
shown in below figure.
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After that a new window will open as shown in below figure. Sponsor has to enter the
Investigator’s basic details and click on “Submit” button. He must add all the investigators
mentioned in the CT-NOC.
On clicking Submit button, an e-mail link will be sent to Investigator for confirming and creating
his login credentials. Once the investigator clicks the e-mail link, a window will open as shown
in figurebelow:
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The User Id is auto fetched (i.e. same as entered by applicant/sponsor), investigator needs to
enter only Password and Confirm Password. After clicking on “Save” button a message will pop-
up as shown in figurebelow:
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Once the login credentials of Investigators are created meanwhile, they must login into the
SUGAM portal to complete their user profile.
After the registration of Investigator’s User Profile, Applicant/Sponsor will map them with the
trial Site/Hospital from his dashboard.
Click on “Site Investigator Mapping” tab under “Clinical Trials” in Menu as shown in figure
below:
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After that a new window will open as shown in figurebelow. Applicant/Sponsor has to select
the BE/CT application, a list of sites mentioned in the CT-NOC will get displayed. Just select the
site investigator from drop down and check the checkbox (as highlighted) and click on “Save”
button.
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Once the Site Investigator mapping is done for any BE/CT application, the applicant/sponsor
can initiate the trial.
Click on “Initiate CT” tab under “Clinical Trials” in Menu as shown in figure below:
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After that, a new window will open as shown in figurebelow. Applicant/Sponsor has to select
the BE/CT application and enter the CTRI Registration Number, then click on “Save” button.
After the initiation of the clinical trial SAE occurring at any trial site has to be reported by
investigator, sponsor and ethics committee involved in that particular clinical trial.
An applicant/sponsor can view the list of all reported SAEs, for that, just Click on “SAE
Reported” tab under “Clinical Trials” in Menu as shown in figure below:
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After that a new window will open as shown in figure below. Applicant/Sponsor can view or
report SAEs by clicking on options available under ‘Action’ button (as highlighted).
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Chapter- 2
SAE Reporting
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To report serious adverse events (SAE), there are three types of forms:
• SAE Reporting (24-hour Report by PI)
• SAE Reporting (14th Day Due Analysis Report by PI and Sponsor)
• SAE Reporting (30th Day Report by Ethics Committee)
While SAE reporting all the data (Sponsor/CRO details, Ethics committee details, Hospital/Site
details, PI details) will be fetched automatically based on BE/CT NOC number and rest details
will be entered depending on the form.
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Investigator will fill the SAE Reporting form with the following details:
➢ Administrative Information
• SAE report of death or non-death (to be filled)
• Sponsor/CRO details (Auto fetch from CT NOC)
• Clinical Site details (Auto fetch from CT NOC)
• Investigator details (from PI registration)
• Ethics Committee details (Auto fetch from CT NOC)
➢ Clinical Study/BE Study details
• Study title & Protocol No. (Auto fetch from CT NOC)
➢ Patient/Subject details
• Unique Identifier (Initials/Subject No.)
• Gender
• Date of birth and age at the time of SAE
• Height & Weight
➢ SAE(s) Details
• SAE(s) Term(to be filled)
• Start date of SAE(to be filled)
• Stop date of SAE/ongoing
• Table-5(Upload)
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After final submission of 24Hrs SAE reporting, a unique file number will be generated for future
reference as shown inFigure.
After 24-hour SAE report is submitted, investigator may proceed to fill the Due Analysis
Report. This form is divided into several parts. A report may be submitted only after all the
parts of the form are completed. Before clicking the SUBMIT button Investigator may verify the
filled data from preview page.
Investigator shall fill the SAE Reporting form with the following details:
➢ Administrative Information
• SAE report of death or other than death(to be filled)
• Type of Report (to be filled)
• Sponsor/CRO details (Auto fetch from CT NOC)
• Clinical Site details(Auto fetch from CT NOC)
• Investigator’s details (Auto fetch from PI registration)
• Ethics Committee details(Auto fetch from CT NOC)
➢ Clinical Study/BE Study details
• Study title & Protocol No.(Auto fetch from CT NOC)
➢ Patient/Subject details
• Unique Identifier (Initials/Subject No)(Auto fetch from 24-hour report)
• Gender (Auto fetch from 24-hour report)
• Date of birth and age at the time of SAE(Auto fetch from 24-hour report)
• Weight & Height(Auto fetch from 24-hour report)
• Previous disease/medical history(to be filled)
➢ SAE(s) Details
• SAE(s) Term (Auto fetch from 24-hour report)
• SAE Management Setting (to be filled)
• Start date of SAE (Auto fetch from 24-hour report)
• Stop date of SAE (Auto fetch from 24-hour report)
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As figures below:
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Figure 18: 14th day Due Analysis Report (Investigational/Suspected drugs/Device details)
Figure 19: 14th day Due Analysis Report (Concomitant Drug Details)
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Figure 21: 14th day Due Analysis Report (Baseline Lab Investigation Details)
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Figure 22: 14th day Due Analysis Report (Lab Investigation done during clinical trial)
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Figure 23: 14th day Due Analysis Report (Due Analysis/Causality of the SAE (Part 1))
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Figure 24: 14th day Due Analysis Report (Due Analysis/Causality of the SAE (Part 2))
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Figure 26: 14th day Due Analysis Report (Intervention Drug Detail)
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Figure 27: 14th day Due Analysis Report (Comparator Drug Detail)
After filling all forms of 14Day due Analysis Report, PI have to submit it by clicking on “SAE
Reporting 14Day form Preview” link as shown in Figure below:
After final submission of 14th Day SAE report, a unique file number is generated for future
reference as shown in Figure below:
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After 14-day report submitted by Investigator, the file will be displayed on Sponsor’s dashboard
as shown in Figure below:
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After clicking on “SAE Reporting 14th Day Form Preview” link, Sponsor can see the preview
details entered by PIand have to enter their remarks and submit 14 days report as shown in
figure below:
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After final submission of 14th Day SAE report by Sponsor, a unique file number will be generated
for future reference as shown in Figure below:
After submitting 14 days report by sponsor,the status of this file will be changed on Sponsor’s
dashboard andthis file will be visible to Ethicscommittee to submit its 30 Day report as shown in
Figure.
After 14th day SAE report is submitted by investigator and sponsor, the ethics committee may
proceed to fill its 30th day SAE Report.
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Step 2 - After mapping the form, EC go to SAE Reported option as shown figurebelow:
Step 3 - EC can see the preview of submitted 24th and 14th day reports and fill the 30th days
form: -
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Step 4 –30days form will open in new window and it looks as below: -
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Once EC has filled all required details, there is an option to“save as draft” for future
modification and status will change as shown in figurebelow:
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After saving the form, EC will have option to modify the form
After final submission of 30th Day SAE report by EC, a unique file number will be generated for
future reference as shown in Figure below:
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Chapter- 3
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To Report SAE Firstly Sponsor has to map the offline CT Application with Investigator
Click on “Offline CT Investigator Mapping” tab under “Clinical Trials” in Menu as shown in figure
below:
After clicking on the “Offline CT Investigator Mapping” tab , mapping page will be shown to
map the offline CT with Investigator as shown in figure below:
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To report serious adverse events (SAE) for Offline CT , there are three types of forms same as
SAE reporting for online CT:
• SAE Reporting (24-hour Report by PI)
• SAE Reporting (14th Day Due Analysis Report by PI and Sponsor)
• SAE Reporting (30th Day Report by Ethics Committee)
Investigator has to click on “Report Offline CT SAE” to report SAE for offline CT.
Investigator will fill the SAE Reporting form with the following details:
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Investigator can see the preview of the form after save as shown in below figure:
Investigator has to fill Checklist For 24H reporting after clicking on “Proceed To Checklist”
shown in below figure:
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After filling all the checklist items investigator has to click on “Submit” button for the final
submission of the SAE Reporting .
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After final submission of 24H SAE report by Investigator, a unique file number will be
generated for future reference as shown in Figure below:
After 24H SAE reporting , the 24H application is shown on Sponsor as well as to EC to fill 14D
SAE reporting and 30D SAE Reporting respectively.
After 24-hour SAE report is submitted, investigator may proceed to fill the 14Day Due Analysis
Report.
After clicking on “14th Day Due Analysis reporting” action, Investigator can see the preview of
the form.
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Investigator has to fill Checklist For 14th Day reporting after clicking on “Proceed To Checklist”
shown in below figure:
After filling all the checklist items investigator has to click on “Submit” button for the final
submission of the SAE Reporting .
After final submission of 14th Day SAE report by Investigator, a unique file number will be
generated for future reference as shown in Figure below:
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After 14-day report submitted by Investigator, the file will be displayed on Sponsor’s dashboard
as shown in Figure below:
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After clicking on “14th Day Due Analysis reporting” action, Investigator can see the preview of
the form.
Sponsor has to fill Checklist For 14th Day reporting after clicking on “Proceed To Checklist”
shown in below figure:
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After filling all the checklist items Sponsor has to click on “Submit” button for the final
submission of the SAE Reporting .
After final submission of 14th Day SAE report by Sponsor, a unique file number will be
generated for future reference as shown in Figure below:
After 14th day SAE report is submitted by investigator and sponsor, the ethics committee may
proceed to fill its 30th day SAE Report.
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Step 2 - After mapping the form, EC go to SAE Reported option as shown figure below:
Step 3 - EC can see the preview of submitted 24th and 14th day reports and fill the 30th days
form: -
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Step 4 –30days form will open in new window and it looks as below: -
EC has to fill Checklist For 30th Day reporting after clicking on “Proceed To Checklist” shown in
below figure:
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After filling all the checklist items EC has to click on “Submit” button for the final submission of
the SAE Reporting .
After final submission of 30th Day SAE report by Sponsor, a unique file number will be
generated for future reference as shown in Figure below:
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Chapter- 4
E-Vartalaap
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Step 1: Click on chat icon which is just after the file number as shown in figure below:
After clicking on chat icon, a communication box has open for entering the remarks. Applicant
can enter their remarks and uploaded the supported document(if any) as shown in below:
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After sending the message to the official, Applicant can view their previous communication on
clicking on same chat icon as shown in figure below.
If Applicant can again communicate with official after clicking on the “Write to Officials” button
as shown below:
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Important Notes
1. All the follow up reports are to be submitted via e-vartalaap.
2. Applicant may report SAE through Offline SAE reporting process under the " Clinical
Trail" menu for the additional site for which approval received in Hard copy or are not
available on SUGAM Portal.
3. Sponsor can view mapped sites with investigators on clicking the tab “View mapped
sites & PI” tab under the site PI mapping page. If the mapping of site and investigator is
done by the sponsor then it will be automatically reflected at Investigator’s dashboard.
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LIST OF FIGURES
Figure 1: CT SAE Reporting/Monitoring...................................................................................................... 6
Figure 2: Sponsor Dashboard ........................................................................................................................... 7
Figure 3: Site Investigator Registration ....................................................................................................... 8
Figure 4: Login Credential Window ............................................................................................................... 9
Figure 5: Successful Registration Pop-up .................................................................................................... 9
Figure 6: Sponsor Dashboard ........................................................................................................................ 10
Figure 7: Application Investigator Mapping Form ................................................................................ 11
Figure 8: Sponsor Dashboard ........................................................................................................................ 12
Figure 9: Initiate Clinical Trial Window .................................................................................................... 13
Figure 10: Sponsor Dashboard ..................................................................................................................... 13
Figure 11: List of SAEs reported by Site Investigator .......................................................................... 14
Figure 12: SAE Reporting Form24 hours.................................................................................................. 18
Figure 13: File Number for 24Hour Reporting ....................................................................................... 19
Figure 14: 14 days Due Analysis Report Form List .............................................................................. 20
Figure 15: 14th day Due Analysis Report (Administrative Information) .................................... 22
Figure 16: 14th day Due Analysis Report (Patient/Subject Details) ............................................. 22
Figure 17: 14th day Due Analysis Report ( SAE Details) .................................................................... 23
Figure 18: 14th day Due Analysis Report (Investigational/Suspected drugs/Device details)
................................................................................................................................................................................... 24
Figure 19: 14th day Due Analysis Report (Concomitant Drug Details) ........................................ 24
Figure 20: 14th day Due Analysis Report ( SAE Management)........................................................ 25
Figure 21: 14th day Due Analysis Report (Baseline Lab Investigation Details)........................ 25
Figure 22: 14th day Due Analysis Report (Lab Investigation done during clinical trial) ...... 26
Figure 23: 14th day Due Analysis Report (Due Analysis/Causality of the SAE (Part 1)) ...... 27
Figure 24: 14th day Due Analysis Report (Due Analysis/Causality of the SAE (Part 2)) ...... 28
Figure 25: 14th day Due Analysis Report (Upload Document) ........................................................ 29
Figure 26: 14th day Due Analysis Report (Intervention Drug Detail) .......................................... 29
Figure 27: 14th day Due Analysis Report (Comparator Drug Detail) .......................................... 30
Figure 28: Filled Form List of 14D Report by PI .................................................................................... 30
Figure 29: File number for 14Day report by PI ...................................................................................... 31
Figure 30: List of SAEs reported by Site Investigator .......................................................................... 31
Figure 31: List of SAEs reported by Site Investigator at Sponsor ................................................... 31
Figure 32: List of SAEs forms by Sponsor................................................................................................. 32
Figure 33: SAE 14 days Due Analysis Report Form by Sponsor ...................................................... 32
Figure 34: File number for 14D report by Sponsor .............................................................................. 32
Figure 35: List of SAEs reported by Sponsor at EC ............................................................................... 33
Figure 36: Ethics Committee Mapping Form .......................................................................................... 34
Figure 37: SAE Reported option in the dashboard ............................................................................... 34
Figure 38: List of SAEs reported by Site Investigator at EC .............................................................. 35
Figure 39: SAE Reporting (Part 1) ............................................................................................................... 35
Figure 40: SAE Reporting (Part 2) ............................................................................................................... 36
Figure 41: List of SAEs reported by EC ...................................................................................................... 37
Figure 42: Options to modify the form ...................................................................................................... 37
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